How to Write Up Meeting Minutes

        How to Write Up Meeting Minutes

Taking Minutes

Steps

Step One

Obtain the meeting agenda, minutes from the last meeting, and any background documents to be discussed. Consider using a tape recorder to ensure accuracy. 

Step Two

Sit beside the chairperson for convenient clarification or help as the meeting proceeds. 

Step Three

Write "Minutes of the meeting of (exact association name)." 

Step Four

Record the date, time and place of the meeting.

Step Five

Circulate a sheet of paper for attendees to sign. (This sheet can also help identify speakers by seating arrangement later in the meeting.) If the meeting is an open one, write down only the names of the attendees who have voting rights. 

Step Six

Note who arrives late or leaves early so that these people can be briefed on what they missed. 

Step Seven

Write down items in the order in which they are discussed. If item 8 on the agenda is discussed before item 2, keep the old item number but write item 8 in second place. 

Step Eight

Record the motions made and the names of people who originate them. 

Step Nine

Record whether motions are adopted or rejected, how the vote is taken (by show of hands, voice or other method) and whether the vote is unanimous. For small meetings, write the names of the attendees who approve, oppose and abstain from each motion. 

Step Ten

Focus on recording actions taken by the group. Avoid writing down the details of each discussion. 

Tips & Warnings

•                    You do not need to record topics irrelevant to the business at hand. Taking minutes is not the same as taking dictation. 

•                    Consult only the chairperson or executive officer, not the attendees, if you have questions. 

•                    The person taking minutes does not participate in the meeting. 

Transcribing Minutes

Steps

Step One

Transcribe minutes soon after the meeting, when your memory of the event is still fresh. 

Step Two

Follow the format used in previous minutes.

Step Three

Preface resolutions with "RESOLVED, THAT..." 

Step Four

Consider attaching long resolutions, reports or other supplementary material to the minutes as an appendix. 

Step Five

Write "Submitted by" and then sign your name and the date. 

Step Six

Place minutes chronologically in a record book. 

 Tips & Warnings

•       Write in a concise, accurate manner, taking care not to include any sort of subjective opinion. 

No matter what type of minutes you take, focus on capturing and communicating all important actions that took place.